The Indian Fair & Market Chair (“Fair Chair”) plans, supervises, and implements the Heard Museum Guild’s annual Indian Fair & Market. The four goals of the Fair & Market are: (1) to provide a marketplace for American Indian artists, 2) to provide a unique cultural experience for the public, (3) to provide an enjoyable work environment for the volunteers, and (4) to raise funds for the Museum’s general fund.
The Fair Chair has full responsibility for managing the Indian Fair & Market and keeping the Guild and the Museum staff informed. The Fair Chair is appointed by the Guild President with assistance from the Community Programs Coordinator and prior Fair Chairs.
The Fair Chair is advised by a Steering Committee on which the Guild President and Treasurer sit, as well as the Chairs of the Staging, Artist Exhibitors, Cultural Performances, Juried Competition, and Food & Beverage Committees. The Fair Chair may appoint others to serve as well. The Steering Committee is composed of people with experience in running various aspects of the Fair.
The Fair Chair recruits Chairs for the following standing committees:
Admissions
Artist Exhibitors
Artist Hospitality
Artist Panel
Ask Me Stations
Best of Show Dinner
Best of Show Drawing
Best of Show Security
Best of Show Silent Auction
Booth Relief
Business Classes
Chef Demos/Indian Food/Piki Bread
Cultural Performances
Demonstrators and Non-Profits
Fair Drawings
Fair Merchandise
Fashion Walk About
Food & Beverage
Juried Competition
Juried Competition Award Sponsors
Monitors
Parking Signs
Permits
Staging
Signs
Volunteer Placement
These Chairs plus others as determined by the Fair Chair will, in turn, recruit and train the volunteers needed for their committees. See separate job descriptions for the Fair Committees.
The Fair Chair
- Reports progress and problems to the Community Program Coordinator and, as required, attends meetings scheduled by the Coordinator and Guild Board.
- Invites the Coordinator to all Fair Committee meetings. The Coordinator will attend whenever possible.
- Acknowledges by thank you note or other means, appreciation for the work done by the Committee Chairs.
- Sets up meetings and makes all arrangements necessary with the Museum Events Coordinator. Generally there are 3 Indian Fair & Market general meetings a year and several Fair Steering Committee meetings.
- At the Fair Wrap Up Meeting, collects all Fair Chair reports for use by the next Fair Chair in preparing for the next Fair. The second copy is kept in the respective Chair’s notebook.
- On a biannual basis (even years), reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Makes any necessary changes and sends to the President Elect and to guildwebmaster@heardguild.org. Asks the Fair committee chairs to review their job descriptions as well and to make necessary changes and to submit to the appropriate people.
- Prepares and submits the Fair Committee report: one for the incoming Fair Chair and the other for the Library & Archives.
Tasks
- Select all Fair Committee Chairs and ensure smooth turnovers.
- Select a Fair theme in consultation with the Museum Director Curation and Education.
- Work with all Chairs. Attend wrap up meetings and the primary planning meetings. Be aware of and help resolve issues and provide resources. Answer their emails and requests promptly. Be aware of the status of all Chairs. Coordinate tasks with the Committee Chairs and with the Museum Staff.
- Work closely with the Guild Communications Coordinator, Marketing and Production Design to develop the marketing plan. Gather, write, and submit materials according to the plan. Perform final review and sign-off on all advertising and promotional materials.
- Set Fair meeting schedules and reserve rooms needed with the Museum’s Event Sales Manager.
- Reserve all areas needed for the Fair one year in advance with the Museum’s Event Sales Manager.
- Raise ribbon award sponsorship monies. Provide information to Institutional Advancement to assist in raising money from corporations for ribbon awards and Fair sponsorship.
- Submit a line-item budget to the Guild Treasurer. Work closely with the Guild Treasurer in monitoring revenue and expenses.
- Keep the Museum Director and Guild President apprised of plans and invite them to the general Fair Committee meetings.
- Report regularly on the Fair’s status and needs at the monthly Guild Board meetings.
- Work with key Museum staff members as needed including: the Director Curation & Education, Education and Public Programs Director, Creative Director; the Chief Operating Officer, Facilities Director, Chief of Security, Communications Manager, and Manager Visitor Services; Chief Financial Officer and Controller; Director Institutional Advancement and Annual Giving Director; and Director Retail Sales. All of these, or their representatives, are invited to the General Fair meetings.
Time Line
January, start to prepare for following year’s Fair
- Begin recruiting Fair Committee Chairs.
- Select a Fair theme.
March-May
- Reserve all areas needed for the Fair.
- Evaluate the prior Fair with each Chair and decide what improvements to implement for the coming year.
- Obtain approval for all price changes from the Steering Committee and the Guild Board.
- Present major changes to the Steering Committee and reach agreement on direction for the next Fair.
- Attend planning sessions for long lead-time activities.
- Select images for advertising and promotional materials and Fair Merchandise.
- Set Fair meeting schedules, reserve rooms, and see those are listed on the Museum Master Calendar.
- Prepare and follow Marketing Plan.
- Throughout the year, work with the Communications Manager and Graphics Designers to produce timely and effective advertising and promotional materials including rack cards, brochures, posters, flyers, eblasts, Fair Program, Artist List and Map, BOS Winners, etc.
June – August
- Submit budget to the Treasurer upon request.
- Keep in contact with Chairs as needed.
- Start to update Fair pages of website.
- Follow Marketing Plan.
November through February
- Complete updates to Fair pages of website.
- Write and mail ribbon sponsorship letter and collect award prize monies.
- Coordinate tasks with the Fair Committee Chairs and with the Museum Staff.
- Conduct General Fair meeting with Fair Committee Chairs and appropriate Museum staff typically in November and February. The main topics are campus layout orientation, what is new at the Fair, and new procedures or policies.
- Submit articles to Artifacts and request time at Guild meetings.
- Report regularly at the monthly Guild meetings.
- Follow the Marketing Plan.
March and April
- Manage the Fair.
- Conduct General Fair Wrap-Up Meeting with Fair Committee Chairs and appropriate Museum staff.
- Collect reports from all Fair Committee Chairs.
- Distribute copies per “Guidelines for Board Members and Committee Chairs.”
- Review Fair Committee Job Descriptions on the Guild website and make sure job descriptions are the same in the Notebook and website. Send changes to the President-Elect and to guildwebmaster@heardguild.org.
- Follow Note Book Turnover instructions from the Guild President for the Fair Chair.
6/15/2014
